HomeMy WebLinkAbout04. 2019 New Signature Event Framework FAQ FINALSeptember 24, 2018 1 | Page
New Signature Event Framework FAQ
Criteria for Signature Events:
Signature Events
• Established events that take place over multiple days and/or weeks
• Strong Vail Brand identity
• Drive overnight visitation
• Promotion and marketing reach through local, regional, national and international
media exposure
• Several of these events receive funding from the Town Council. Post event
review and evaluation will be overseen by the CSE
What is the goal of this framework? To expedite and facilitate event funding requests
for potential signature events that fall outside of the regular CSE funding cycle and/or
outside of the CSE budget. The creation of this framework is to address those events
that represent unforeseen opportunities that may not fall into the Town of Vail funding
cycle. Previous events that have fallen into this category include the Pro Cycling
Challenge, the Burton USO Championships, 2015 World Alpine Ski Championships.
Signature Event Applications:
Beginning in 2019, the Council Contribution signature event application will mirror the
CSE funding application. This will provide Town Council, CSE, and Staff the
opportunity to evaluate all events with the same criteria, questions, and goals.
CSE Review of New Signature Events:
The CSE has extensive expertise with creating and implementing a special event
strategy for the Town of Vail. Beginning in 2019, the CSE will review new signature
event applications the same way they review CSE event funding applications. The CSE
does not allocate funding to these new signature events; rather the CSE provides their
recommendation to Town Council. The Town Council ultimately has the authority to
decide the funding amount for new signature events as a part of the annual Council
Contribution budget process.
The CSE will interview the new signature event producer(s) at a regular monthly CSE
meeting. Event producers will be granted 10 minutes to pitch their event and receive
questions from the CSE. The CSE will score the event based on the current CSE event
funding scorecards for the Community, Recreation and Cultural and Education and
Enrichment categories. After reconciliation of the CSE members’ scores, the CSE will
provide a recommendation to Town Council.
FAQ:
September 24, 2018 2 | Page
• When should the producer apply for this funding? Ideally in May for the same
year funding and in June for the following year.
• How often are applications submitted? For annual funding, every odd year. (Is
this correct?)
• If an event applies through the Signature Event framework and is funded by the
Town Council, the event will be reevaluated annually for funding.
• Can existing events apply to this category? Possibly, contact the Economic
Development Team
• Is there a dollar threshold for the request? The requests should be for events that
are supported with town funding of $100K or more.
• Who is the first point of contact to discuss event concept, operations, timing and
location? The Economic Development team.
• Who is the main point of contact to receive applications? The Economic
Development Team.
• Which application does the event producer need to submit? Council Contribution
application
• Is the producer still required to follow all CSE processes? Yes
• Does the event producer still need to submit an event permit? Yes, when
applicable
• If an event is funded in this category, will in-kind be granted in addition to their
funding? In kind contributions may be considered if requested as a part of the
review process.
• If the event producer applies to the Council/Signature category and get turned
down, can they apply to the CSE? Yes
• Can the event producer apply to Town Council and CSE simultaneously? No
• Who comprises the committee that makes recommendations to council for the
funding request? Town of Vail Staff, CSE and Council representatives
• What groups does the event producer have to appear before? The CSE
• If the event is funded, who will pay the cost for the event economic impact
survey? The event producer
• What is the timing for review of an application? This varies based on scope of
request and event. If the event is funded by Town Council as a signature event,
the funding decision is made with the annual budget ordinance, typically in
November of each year.
How soon after the application is approved can the funding be paid out? Funding will
be paid out in three installments beginning in the town’s budget year in which the event
was granted. For example, if the new event was funded as part of the normal budget
cycle in November, the earliest / first payment can be expected in early the following
September 24, 2018 3 | Page
February coinciding with the signing of the event agreement with the town and
accompanied by required documentation.